How to backup shared mailbox

Overview

Shared mailboxes are commonly used for generic email addresses (e.g., info@company.com). To protect this data, Druva inSync allows you to import and back up these mailboxes using several methods. This article provides the prerequisites and step-by-step procedures for each method.

Prerequisites

1. Create a Dedicated Profile

It is highly recommended to create a specific profile for Shared Mailboxes:

Enable: Cloud App - Microsoft 365 (Exchange Online).
Disable: OneDrive, Endpoints, and other workloads to avoid unnecessary errors.

2. Licensing

Druva provides 50% complimentary licenses for Shared and Resource mailboxes based on your total M365 user license count.

Example: If you have 100 User licenses, you get 50 Shared Mailbox licenses for free.
Confirm your specific entitlement in the Account details page of the Druva Console.

Procedure: 5 Ways to Import Shared Mailboxes

1. Create Manually

Best for adding one or two specific mailboxes.

Go to Users > Add User.
Enter the Display Name and the exact Email Address of the shared mailbox.
Assign the Shared Mailbox Profile created in the prerequisites.
Click Save.

2. Import via Microsoft Entra ID (formerly Azure AD)

Best for automated, ongoing discovery of all shared mailboxes.

Go to Users > Deployment > Microsoft Entra ID.
Create a New Mapping.
Filter: Use a filter where RecipientTypeDetails equals SharedMailbox. Alternatively, add all Shared Mailboxes to a specific Entra ID Security Group and map that group.
Assign the appropriate Druva Profile and Storage.
Click Sync Now.

3. Import via SCIM

If you manage users via an IdP (Okta/Azure/Ping), ensure your SCIM filter includes Shared Mailboxes.

Condition: The SCIM application must be configured to send Shared Mailbox objects to Druva.
Account Status: Ensure Active: True is sent in the SCIM payload.
See: Integrate inSync with SCIM

4. Import via CSV (Bulk Import)

Best for one-time bulk additions of existing mailboxes.

Export from M365: Use the following PowerShell command to generate a Druva-ready file:
PowerShell

Get-Mailbox-RecipientTypeDetailsSharedMailbox-ResultSizeUnlimited| 

Select-Object @{Name="User Name";Expression={$_.DisplayName}}, 
              @{Name="Email Address";Expression={$_.PrimarySmtpAddress}} | 
Export-Csv -Path "Druva_Shared_Mailboxes.csv" -NoTypeInformation